Development Assistant Specialist, Office of Principal Gifts

14-Mar-2024

Alumni Affairs and Development

65197BR

Job Summary

Alumni Affairs and Development (AA&D) 
Alumni Affairs and Development is a dedicated team supporting Harvard’s advancement activity through front-line fundraising, alumni and volunteer engagement, technology, prospect management and research, business process, events, communications, and many other areas.

Our goal is to create an environment of respect that leverages the many talents, perspectives, and experiences of our employees; to deliver the strongest possible results by incorporating diverse perspectives into our daily work; and to make AA&D a great place to work for everyone. We strive to live our values of respect, inclusion, trust, collaboration, continuous improvement and innovation; and open communication and effective information sharing in our daily interactions and our work.

AA&D is comprised of the University Development Office (UDO), Faculty of Arts and Sciences (FAS) Development, AA&D Resources, the Harvard Alumni Association (HAA), and the Office of the Vice President (OVP).

FAS Development is responsible for the fundraising efforts supporting the Faculty of Arts and Sciences, including Harvard College, the Harvard John A. Paulson School of Engineering and Applied Sciences, and the Graduate School of Arts and Sciences. FAS Development staff work with donors, alumni, parents, and friends who provide critical support for the FAS and often for other parts of the University.

SUMMARY:
The Development Assistant Specialist is an integral member of the Faculty of Arts and Sciences (FAS) development team. This full-time non-exempt position supports a senior Principal Giving fundraiser to advance the philanthropic mission of the Faculty of Arts and Sciences.

Position Description

The list below covers the most significant responsibilities of the position. However, it does not exclude other duties, the inclusion of which would be in conformity with the level of the position.

• Provides support to all aspects of the fundraisers prospect management process including (but not limited to) data gathering and maintenance; drafting prospect outreach, memos, correspondence, and reports; scheduling meetings, preparing meeting materials and follow-up action items, and drafting follow-up notes to stakeholders.
• Assist with managing fundraiser’s tasks, workflow, and projects to help them meet various and competing deadlines.
• Ensure fundraiser’s timely and effective follow up with donors, including tracking gift conversations, solicitation strategies, prepare follow-up steps and action items, keeping track of stewardship opportunities, liaising with Research teams.
• Schedule meetings and appointments, update fundraisers on all schedule changes, anticipates and resolves scheduling conflicts and proactively reviews calendar to ensure key deadlines can be met by fundraiser.
• Maintains and ensures records and documents are organized and accessible.
• Drafts a high volume of high-quality donor briefings in partnership with fundraiser for meetings with the President, Deans, Provost, Faculty, and other staff. Including monitoring activity within and outside of the FAS, drafting talking points and donor strategy, assessing University ties and affiliations, analyzing giving history, researching philanthropy outside of the University, and examining University’s current priorities.
• Achieves proficiency in the alumni/donor database to research prospects, organize data and produce reports.
• Regularly manages updates to the alumni/donor database to ensure all information is entered accurately and timely.
• Develops and prepares necessary meeting and solicitation materials prior to prospect meetings and is responsible for facilitating post meeting follow-up, including drafting thank you notes and submitting contact/visit reports.
• Process and book complex, high-level gifts and pledges through the proper channels. Inform fundraisers of completed gifts and communicate with colleagues to ensure accurate stewardship.
• Coordinates fundraiser’s travel arrangements including booking travel and accommodations; managing trip itineraries including scheduling appointments, confirming locations, and troubleshooting during travel days as needed.
• Prepares detailed expense reports and ensure trip follow up is completed, including preparing debriefs and making database updates.
• Provides customer service to internal and external stakeholders such as donors and/or alumni both domestically and internationally.
• Communicate fundraiser’s schedule, bandwidth, and goals to internal constituents when fundraiser is unavailable.
• Serves as a resource for policies, protocols, and procedures.
• Strategizes new and creative ways for fundraising efforts to be more efficient and productive.
• Builds relationships and collaborates with other departmental teams including (but not limited to) the University Development Office, Harvard College Fund, Communications, Events, Alumni Development Services, Development Technology Services, and the Harvard Alumni Association.
• Participates in various team and staff meetings throughout the year and is an engaged member of the team.
• Provides other job-related duties as required.

Basic Qualifications

• 1-2 years of related experience.
• Strong knowledge of Microsoft Office software
• Strong writing skills and attention to detail
• Available to work additional evening/weekend hours if necessary

Additional Qualifications and Skills

• Must be highly organized, detailed oriented and can work competently and efficiently in a multi-task environment.
• Strong written and oral communication skills, including strong knowledge of English grammar, spelling and punctuation.
• Ability to accurately proofread and edit correspondence.
• Strong interpersonal skills; excellent phone manner and personal presentation.
• Ability to work under pressure, understand and follow policies and procedures, and accommodate change.
• Ability to work independently as well as collaboratively on a team.
• Experience interacting with corporate executives and senior level staff preferred. Comfortable speaking in group settings.

Additional Information

• This position requires a 3 month orientation and review period.
• Please include a cover letter with your application.

To learn more about the AA&D team, please visit our Careers site at 

https://alumni.harvard.edu/careers

To learn more about how Harvard supports diversity and inclusion throughout the University please visit the Office for Diversity, Inclusion & Belonging at https://dib.harvard.edu/ .

Accommodations: Harvard University welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please let your recruiter know.

COVID 19 Vaccination Information: The health of our workforce is a priority for Harvard University.  With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Work Format Details

This position is eligible for 100% remote work. Employees may work from any of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Alumni Affairs and Development, General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403038 Staff Assistant III-Specialist

Department

Alumni Affairs and Development

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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